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Leave Accrual Codes

Contents

  1. Introduction
  2. Vacation Overview
  3. Professional & Support Staff Program
  4. Manager & Senior Professional Program
  5. In Administrative & Professional Staff Program (as of 6/30/96)
  6. Academic and Graduate Studies Leave Accrual Codes
  7. UCD Health Leave Accrual Codes (PDF)
  8. Policy References and Resources

1. Introduction

This resource provides information on the appropriate leave codes to enter in PPS.

This information applies to all appointment types. The figures on the various tables are based on full time employment. To calculate the accrual of an employee that works less than full time, multiply the hours on pay status in the month/quadriweekly cycle by the vacation/sick leave earned per hour on pay status.

Movement from a title that accrues vacation to a non-accruing title requires payout of vacation balance.

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2. Vacation Overview

The university provides vacation leave to employees who are appointed at 50% (0.50) or more of full time for six or more months. An eligible employee earns vacation from the date of eligibility based on the number of hours on pay status.

NoteAcademic Year Appointees do not accrue vacation or sick leave. See Academic and Graduate Studies Leave Accrual Codes for more information.

Vacation leave is normally scheduled in advance and shall be approved by the employee's immediate supervisor.

An employee who is not eligible to earn vacation because of a part-time or short-term appointment becomes eligible to earn vacation on the first day following six consecutive months or quadriweekly cycles on pay status at 50% or more time. A quadriweekly cycle is defined as two biweekly pay periods designated by the University to be considered as a unit for the purpose of leave accrual.

Exempt Employees – In general, records of vacation used shall be recorded in 1-day increments or in increments not less than that portion of a day during which an employee on less than full-time pay status is normally scheduled to work.

Non-Exempt Employees - Records of vacation used shall be maintained to the nearest 1/4-hour (0.25).

Note: For union-represented employees, check the applicable union contract for current information on vacation/sick leave.

Refer to the Payroll FAQ for additional assistance.

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3. Professional & Support Staff Program

The table below applies to employees appointed at 50% or more of full-time for six or more months:

Applies to Title Codes 4001 - 9726

Leave Code A Leave Code B Leave Code C Leave Code D
Years of Service 0 - 10 10 - 15 15 - 20 20 +
Vac Earned Per Hour on Pay Status .057692 .069231 .080769 .0923084
Aprox Vac Hours Per Quadriweekly Cycle 9.23 11.08 12.92 14.77
Aprox Vac Hours Per Month 10 12 14 16
Aprox Vac Days Per Year 15 18 21 24
Maximum Vac Accrual Hours 240 288 336 384
Sick Earned Per Hour on Pay Status .046154 .046154 .046154 .046154
Aprox Sick Hours Per Quadriweekly Cycle 7.38 7.38 7.38 7.38
Aprox Sick Hours Per Month 8 8 8 8
Aprox Sick Days Per Year 12 12 12 12

The table below applies to employees appointed for less than 6 months at any percentage and employees appointed at less than 50% of full time for any number of months. Sick leave is accrued if on pay status at least 1/2 of the working hours of a month/quadriweekly cycle:

Applies to Title Codes 4001 - 9726

Leave Code F
Years of Service Any Years of Service
Vac Earned Per Hour on Pay Status 0
Aprox Vac Hours Per Quadriweekly Cycle 0
Aprox Vac Hours Per Month 0
Aprox Vac Days Per Year 0
Maximum Vac Accrual Hours N/A
Sick Earned Per Hour on Pay Status .046154
Aprox Sick Hours Per Quadriweekly Cycle 7.38
Aprox Sick Hours Per Month 8
Aprox Sick Days Per Year 12

Note: These tables do not apply to employees in the hospital Paid Time Off (PTO) program.

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4. Manager & Senior Professional Program

The table below applies to employees appointed at 50% or more of full-time for six or more months:

Applies to Title Codes 0209 - 0799

Leave Code B Leave Code C Leave Code D
Years of Service 0 - 5 5 - 10 10 +
Vac Earned Per Hour on Pay Status .069231 .080769 .092308
Aprox Vac Hours Per Month 12 14 16
Aprox Vac Days Per Year 18 21 24
Maximum Vac Accrual Hours 288 336 384
Sick Earned Per Hour on Pay Status .046154 .046154 .046154
Aprox Sick Hours Per Month 8 8 8
Aprox Sick Days Per Year 12 12 12

The table below applies to employees appointed for less than 6 months at any percentage and employees appointed at less than 50% of full time for any number of months. Sick leave is accrued if on pay status at least 1/2 of the working hours of a month/quadriweekly cycle:

Applies to Title Codes 0209 - 0799

Leave Code F
Years of Service Any Years of Service
Vac Earned Per Hour on Pay Status 0
Aprox Vac Hours Per Quadriweekly Cycle 0
Aprox Vac Hours Per Month 0
Aprox Vac Days Per Year 0
Maximum Vac Accrual Hours N/A
Sick Earned Per Hour on Pay Status .046154
Aprox Sick Hours Per Quadriweekly Cycle 7.38
Aprox Sick Hours Per Month 8
Aprox Sick Days Per Year 12

Note: These tables do not apply to employees in the hospital Paid Time Off (PTO) program.

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5. In Administrative & Professional Staff Program (as of 6/30/96)

Staff members who were in the Administrative and Professional Staff Program as of June 30, 1996, shall continue to accrue vacation indicated on the table below until whichever event occurs first:

Applies to Title Codes 4001 - 9726

Leave Code G Leave Code H Leave Code J Leave Code K
Years of Service 0 - 5 5 - 10 10 - 15 15 +
Vac Earned Per Hour on Pay Status .057692 .069231 .080769 .092308
Aprox Vac Hours Per Quadriweekly Cycle 9.23 11.08 12.92 14.77
Aprox Vac Hours Per Month 10 12 14 16
Aprox Vac Days Per Year 15 18 21 24
Maximum Vac Accrual Hours 240 288 336 384
Sick Earned Per Hour on Pay Status .046154 .046154 .046154 .046154
Aprox Sick Hours Per Quadriweekly Cycle 7.38 7.38 7.38 7.38
Aprox Sick Hours Per Month 8 8 8 8
Aprox Sick Days Per Year 12 12 12 12

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6. Academic and Graduate Studies Leave Accrual Codes

Leave Code D Leave Code E Leave Code F Leave Code N
Vac Earned Per Hour on Pay Status .092308 .092308 0 0
Aprox Vac Hours Per Month 16 16 0 0
Aprox Vac Days Per Year 24 24 0 0
Maximum Vac Accrual Hours 384 384 N/A N/A
Sick Earned Per Hour on Pay Status .046154 0 .046154 0
Aprox Sick Hours Per Month 8 0 8 0
Aprox Sick Days Per Year 12 0 12 0

When using the table below, note that some Academic Year Appointees do not accrue vacation or sick leave or their accrual may require manual adjustments for service period accrual only. Please refer to policy in APM 710-14 for more information on the title codes impacted and APM 710-18 for the rate of accrual. Please refer to the appropriate MOU for represented employees. Use leave accrual code N for Academic Year Appointees that are not eligible for sick or vacation accrual.

Fiscal Year Appointees accrue leave as indicated on the table below. Note: No vacation is accrued if appointment is less than 6 months at any percentage of time.

Fiscal Year Appointee Type Vac Accrued if Appointed >= 6 Months at >=50% Time Sick Leave Accrued if Appointment >=50% Time Leave Code Entered in PPS Sick Leave Accrued if Appointed < 6 Months at >=50% Time Leave Code Entered in PPS
Fiscal Year appointed for 6 mo or more at less than 50% time or without salary in any series listed below  No  No N  No N
Professor* Yes  No E  No N
Professor in Residence Yes  No E  No N
Professor of Clinical ____ Yes  No E  No N
Health Sciences Clinical Professor Yes  No E  No N
Adjunct Professor Yes  No E  No N
Sr./Lecturer with SOE Yes  No E  No N
___ in the AES* Yes  No E  No N
Supervisor of Physical Education Yes  No E  No N
Project Scientist* Yes Yes D  Yes F
Unit 18 Lecturer** Yes  Yes D  Yes F
Supervisor of Teacher Education Yes  No E  No N
Child Development Lecturer Yes  No E  No N
Professional Research* Yes Yes D Yes F
Specialist in Cooperative Extension* Yes Yes D Yes F
Specialist Yes Yes D Yes F
Continuing Educator Yes Yes D Yes F
Academic Coordinator Yes Yes D Yes F
Academic Administrator Yes Yes D Yes F
Librarian** Yes Yes D Yes F
Assistant and Associate University Librarian* Yes Yes D Yes F
Clinical Professor - Volunteers No No N  No N
Emeritus No No N No N
Recalled Academics No No N No N
Research Associate No No N No N
Research Fellow No No N No N
Visiting Scholar No No N No N
Visiting Undergraduate No No N No N
Visiting Graduate No No N No N
Graduate Student Researcher Yes  No E  No N
TA -Teaching Assistant No  No N  No N
AI - Associate In_  No  No N  No  N
Tutor  No  No N  No  N
Reader  No  No N  No  N
Post Doc - Employee  No  No N  No  N
Post Doc - Fellow  No  No N  No  N
Post Doc - Paid Direct  No  No N  No  N
Clinical Psychology Intern/ Intern-Clinical Psychology-General Campus Yes Yes D Yes F
Non-Physician Clinical Trainee/ Non-Physician Clinical Trainee-General Campus Yes Yes D Yes F

* Denotes policy for titles in this series also applies to Visiting Appointees in the same series.
** Denotes academic titles represented by a bargaining unit.

Note: Ths chart was developed to assist in determining the appropriate leave code to enter in PPS. Refer to the appropriate Academic Personnel Manual policiesor Union contract for further information regarding vacation and sick leave.

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8. Policy References and Resources

Please refer to the following for additional guidance:

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